AI-Assisted SBIR Solicitation Guide for Government Contracting Officers and Acquisition Program Managers

I. Introduction to SBIR and AI Tools

The Small Business Innovation Research (SBIR) program is a crucial initiative that requires federal agencies with extramural research budgets over $100 million to allocate 2% of these funds to small businesses. As a government contracting officer or acquisition program manager, drafting effective SBIR solicitations is a critical task. This guide will show you how to leverage AI tools like ChatGPT to streamline and enhance this process.

II. Understanding the Role of AI in SBIR Solicitation Drafting

AI tools can assist in various aspects of SBIR solicitation drafting, including:

1. Generating initial drafts

2. Refining language and ensuring clarity

3. Checking for compliance with SBIR regulations

4. Suggesting innovative research areas

However, it's crucial to remember that AI is a tool to augment your expertise, not replace it. Always review and refine AI-generated content to ensure accuracy, relevance, and compliance with current policies and regulations.

III. Step-by-Step Guide to Using AI for SBIR Solicitation Drafting

Step 1: Set the AI's Role and Expertise

Begin by instructing the AI about its role and the task at hand. Here's an example prompt:

You are an expert in government contracting, specifically in drafting Small Business Innovation Research (SBIR) solicitations. You have extensive knowledge of the Federal Acquisition Regulation (FAR), SBIR program requirements, and best practices in government R&D contracting. Your task is to assist me, a government contracting officer, in drafting an SBIR solicitation. Please provide guidance and generate content that adheres to all relevant regulations and policies.

Step 2: Provide Context and Specific Requirements

Next, provide the AI with specific details about the SBIR solicitation you're drafting. Include information such as:

- The federal agency issuing the solicitation

- The research area or topic

- Any specific goals or requirements for the program

- Relevant sections of the FAR or agency-specific regulations

Example prompt:

I need to draft an SBIR solicitation for the Department of Defense, focusing on advanced materials for aerospace applications. The solicitation should align with the DoD's modernization priorities and comply with DFARS regulations. Please provide an outline for this solicitation, ensuring it includes all required sections as per the SBIR program guidelines and DoD requirements.

Step 3: Generate the Solicitation Outline

Based on the context provided, ask the AI to generate an outline for your SBIR solicitation. Review this outline to ensure it includes all necessary sections. Here's an example prompt:

Generate a detailed outline for the SBIR solicitation, including all required sections such as:

1. Program Description

2. Award Information

3. Eligibility Information

4. Proposal Preparation Instructions

5. Submission of Proposals

6. Proposal Review Information

7. Award Administration Information

For each section, provide a brief description of what should be included.

For folks participating in the DoD SBIR program who simply need to generate a research topic, you can use this example prompt:

Generate a DoD SBIR topic focused on <insert topic technical area here>, including all required sections such as:

Step 4: Develop Detailed Content for Each Section

Once you have an approved outline, use the AI to help draft detailed content for each section. Work through the sections one by one, providing specific instructions for each, modify the outline below for your local agency, there's a lot of variations out there. For example:

Please draft the 'Program Description' section of the SBIR solicitation. This section should include:

1. A clear statement of the specific technical problem or opportunity in advanced materials for aerospace applications

2. The Phase I technical objectives

3. The Phase II follow-on objectives

4. Potential commercial applications

Ensure the language is clear, concise, and aligned with DoD terminology and priorities. Include placeholder text for any specific technical details or funding amounts that I will need to fill in later.

Step 5: Refine and Expand the Content

After generating initial content for each section, use the AI to refine and expand on specific areas. This might include:

- Adding more detailed technical specifications

- Incorporating agency-specific requirements

- Ensuring compliance with all relevant regulations

Example prompt:

Review the 'Proposal Preparation Instructions' section and expand it to include:

1. Detailed instructions on the required proposal format

2. Specific guidelines for the technical volume, including page limits and required subsections

3. Instructions for submitting cost proposals

4. Guidelines for marking proprietary information

Ensure all instructions align with current DoD SBIR guidelines and FAR requirements.

Step 6: Ensure Regulatory Compliance

Use the AI to double-check that your solicitation complies with all relevant regulations. Provide it with specific regulations to check against. For example:

Please review the entire solicitation draft and ensure it complies with the following:

1. FAR Part 19 - Small Business Programs

2. SBA SBIR Policy Directive

3. DoD SBIR/STTR Program Administrative Instructions

4. DFARS regulations related to research and development contracting

Highlight any areas that may need further review or adjustment to ensure full compliance.

Step 7: Final Review and Refinement

Finally, use the AI to help with a final review and refinement of the solicitation. Ask it to check for consistency, clarity, and completeness. For example:

Please conduct a final review of the SBIR solicitation draft. Check for:

1. Consistency in terminology and formatting

2. Clarity of instructions and requirements

3. Completeness of all required sections

4. Alignment with DoD research priorities and SBIR program goals

Suggest any final improvements or refinements that could enhance the quality and effectiveness of the solicitation.

IV. Best Practices and Considerations

1. Always verify AI-generated content: While AI can provide excellent drafts and suggestions, always review and verify all content for accuracy, relevance, and compliance with current regulations and policies.

2. Use AI for inspiration: AI can suggest innovative research areas or novel approaches. Use these suggestions as inspiration, but always evaluate them against your agency's priorities and capabilities.

3. Maintain security: Be cautious about inputting sensitive or classified information into AI tools. Use only approved and secure platforms for handling sensitive data.

4. Stay updated: Keep abreast of changes in SBIR regulations and your agency's policies. Regularly update your prompts to reflect the most current requirements.

5. Collaborate with subject matter experts: Use AI-generated content as a starting point for discussions with technical experts in your agency to ensure the solicitation accurately reflects research needs and capabilities.

6. Maintain transparency: Be prepared to disclose the use of AI tools in your solicitation development process if required by your agency's policies.